Food waste is often the type of waste at events that planners feel the worst about.
Even if we didn’t grow up recycling at home, many of us were raised with a strong message about the importance of not wasting food. Not only could that wasted food have gone to feed people in need, our parents reminded us, but it also represented wasted work and money spent by the people who fed us.
Food waste doesn’t have to be an inevitable part of your event. We’re continuing our cost-saving series with five ways to reduce food waste and save money in your event planning process.
1. Require registration for every meal function
If your event consists of multiple meal functions, require guests to indicate during registration which specific meals they plan to attend. Having a unique list for each meal will allow you to avoid ordering food for people who only plan to attend one or two key functions.
Before the event, send an email to guests reminding them which meals they signed up for. Ask guests to update their registration if they are no longer able to attend one or more of the functions.
2. Implement a “no show” fine
For guests who are considering skipping a meal function, a “no show” fine can incentivize them to show up as planned, thereby keeping their portion of food from being wasted.
Include a polite note in your registration system and reminder email such as, “Thank you for respecting the labor and investment required to provide you with an outstanding dining experience. A fine of $15 will be charged to all individuals who do not attend a meal function for which they have registered. Please update your registration by [insert headcount deadline] to reflect your final plans.”
3. Use smaller plates
When presented with a variety of delicious options at food stations or buffets, it’s tempting for guests to over-serve themselves. These ambitious portions are often too much for guests to eat, leading to food waste.
Control guest portion sizes by using smaller plates at stations and buffets. By reducing the amount of food consumed per person, you may be able to reduce your food order overall.
4. Measure & track leftover food
To cut down on food waste, it’s not enough to simply know how much food you ordered at past events. You need to know how much surplus food was left over afterward.
Work with your caterer and assign someone to be responsible for writing down how many extra plates and/or pans of food were prepared but not served. Use this information to adjust your orders for future events and reduce food costs.
5. Flag guests who didn’t show up
After the event, review your attendance data to see which attendees registered for meal functions but didn’t show up. Charge your “no show” fine if you’re using one, and also flag these attendees in your database as potential no-shows for future events. Aggregate this data over multiple events so you can identify any chronic offenders. Use this information to avoid ordering food for individuals who have a habit of not showing up.
By following these tips in your registration process, at the event, and in your post-event analysis, you’ll identify opportunities to reduce your food orders, save money, and cut down on food waste all at the same time.
Work with us on your next event to prevent food waste and donate any surplus to the local community.